Fayetteville State University | Fayetteville, NC



General Rules

Employees must account for 40 hours (40 hours x FTE) in the work week with regular hours worked and paid time off.

Round to the nearest quarter hour when entering time. Example: 15 minutes = .25

DO NOT enter zeros in any block. Use the back-space key or delete key to clear out numbers entered incorrectly and then hit save. The enter hours hyper link should reappear.

Regular Hours Worked

Enter the hours that you worked each day that was a part of your regular schedule.

Example: Your schedule is 8am – 5pm (with a 1-hour lunch break) Monday through Friday, and you worked eight hours each day. You would put “8” in the Monday – Friday blocks.

Extra Hours Worked

Enter hours that you physically worked outside your regular schedule. Example: You came in on Saturday as requested by your supervisor and worked 8 hours. You would enter “8” in the Extra Hours Worked Line for Saturday, or if you were required/permitted to work an hour following your regular schedule on a regular workday, you would enter “1” in the Extra Hours Worked block for that day. Caution: Do not enter hours worked on this line for a holiday, official University closing, or when on official call-back status and called in to work. These hours have special rules and must be entered in subsequent blocks.

Paid Holiday

On designated holidays, enter 8 hours (times your FTE – 4 hours for a 0.50 FTE employee) in the appropriate day on the Paid Holiday Line – whether you took the day off, or whether you worked. If your regular schedule for the day was more than 8hrsXFTE, you should put the difference in “vacation leave taken.” For instance, if you work 4 ten-hour days and the holiday fell on one of those days, you would enter 8 hours in the Paid Holiday block, and 2 hours in Vacation Leave Taken.

Holiday Worked

If you were required to work on the holiday, enter the number of hours you worked in the appropriate date on the holiday worked line.

If you were not required to work, but gained supervisory approval to work or to accrue comp time to be taken at a later date, you should enter the hours in the “Extra Hours Worked block.”

Leave Taken

Enter the actual number of hours taken in the appropriate block (Special Leave, Vacation, Sick, Accrued Comp Time, Community Service Leave, Civil Leave, Shared Leave, or Military Leave.) Only enter leave in the “Other Leave Taken” block if you have prior approved workers comp appointments or on an investigatory leave. Enter a comment on the time sheet to explain the type of “Other Leave” taken.

Official University Closing

If the University is officially closed due to emergency conditions in a category I or II on a regular schedule workday, all employee must submit bonus, accrued comp time, vacation leave or Adverse Weather/Emergency Event Hours Dock Pay. If the University has been approved for Condition III, hours lost due to the storm that fell within the employee’s regular schedule will not have to be made up and should be accounted for in the “Emergency Event Hours”.

Official University Closing Essential Staff Work Hours

Essential staff should enter the total number of hours worked under Emergency Event Hours Worked for official University closings.

Shift Premium Hours

Enter the number of hours you worked that are eligible for shift premium compensation.

On-Call Hours

Designated on-call employees should enter the number of hours for each day they are scheduled for on-call status.

Call-Back Time Worked

Enter hours worked when in on-call status. A minimum of two hours applies for call-backs that require travel to the work site. A thirty minute minimum applies for call-backs that are handled via phone or electronic communication.

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Smart Time Response:

If an employee accounts for less than 40 hours worked and paid time off, then Smart Time will charge the hours under 40 to your comp time or vacation.

If an employee accounts for more than 40 hours in regular hours worked and paid time off, then Smart Time will NOT recognize the hours in excess of 40 as “extra” because they were not entered as “extra.”

SmartTime Response:

Extra hours worked will be held and combined with excess hours worked on a holiday, or when the University is officially closed, or in an on-call status. These hours will first be used to offset leave taken during the same workweek. Remaining hours will be used in the FLSA calculation process to determine whether they should be compensated at 1.0 or 1.5 times.

SmartTime Response:

SmartTime uses the “Paid Holiday” field when it accounts for “Regular Hours” in the first calculation. If more than 8hrsXFTE are reported, excess hours will be sent to CVC code in payroll.

SmartTime Response:

Smart-Time will send all hours in the “Holiday Worked” block to payroll for holiday premium to be paid. Additionally, it will send up to 8hrsxFTE to the Comp Time Gap bucket. Any excess hours will be combined with any extra hours worked and may be used to offset other leave during the workweek, or will be used in the FLSA calculation process to determine whether compensation should be at 1.0 or 1.5 times.

SmartTime Response:

Accrued CompTime, Bonus, Vacation, Sick, Adverse Weather, Special Leave, Community Service, and Military Leave Taken will be offset by all “extra hours” worked during the workweek. Remaining hours will reduce the appropriate comptime or leave balances, as applicable.

SmartTime Response:

It is important to code the University closing time if you were affected by the closing because SmartTime will use these hours in accounting for the regular work week in step 1.

SmartTime Response:

SmartTime will send up to the number of hours of Official University Closing during your work schedule for the day to the University Closing Comp Time bucket. Any excess hours will be combined with any extra hours worked and may be used to offset other leave during the workweek, or will be used in the FLSA calculation process to determine whether compensation should be at 1.0 or 1.5 times.

SmartTime Response:

SmartTime will compare the total number of shift premium hours entered with the total hours worked during the work week. If shift premium hours exceed work hours, a comment will be provided. If there is no intervention by the University LeaveKeeper, SmartTime will cross-walk the lesser of shift premium hours entered or total hours worked to code 700 or 701 for payroll.

SmartTime Response:

SmartTime will reduce the on-call hours by the number of call-back hours worked and crosswalk the result to the appropriate on-call code for payroll.

General Leave Policies

Hours worked in excess of the employee’s established work schedule shall be used to offset leave reported in the same overtime period.  The purpose of paid leave is to maintain employee income, not enhance it. If employees work additional hours outside their normal schedule in a work week in which they also have scheduled or taken time off, the additional time worked "offsets" the time that the employee intended to cover with available leave. Therefore, the number of leave hours originally charged must be reduced by the number of additional hours worked. This offset is mandatory; the employee cannot be paid both for the leave time and the time outside of the normal schedule.

It does not apply to Holidays, Civil Leave and Other Management Approved Leave.

SmartTime Response:

Call-back hours will be combined with any extra hours worked and may be used to offset other leave during the workweek, or will be used in the FLSA calculation process to determine whether compensation should be at 1.0 or 1.5 times.

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